IAP DATA Support for Program Reviews Introductions

Program Review Support Co-operative Education & Career Action (CECA) Library Centre for Teaching Excellence (CTE) Department/ Program Institutional Analysis & Planning (IAP) Equity Office and Academic Integrity Quality Assurance Office (Associate Vice-President Academic (AVPA) and Associate Provost Graduate Studies (APGS) QA Office: Process and timelines Templates Coordination of external review Review/assessment of program brief IAP: Course Enrolment Applicant Data Student Registration High School Grades Citizenship of Students Gender of Students Scholarships & Bursaries Retention Degree Information Faculty Members Research Funding Survey Data

Program Review Support IAP’s role: Provide data for select Self Study tables for undergraduate, graduate, and augmented reviews Provide special data requests Support institutional survey data coordination and analysis Special requests occur more frequently with the UG reviews where the standard tables might not accurately reflect the nuances of the programs. More recently, IAP’s role has expanded in terms of the survey data used within the reviews. Examples of tables that departments complete: Administrative positions Research output Thesis supervisions Course Evaluations Projected intake and enrolments

getting started Undergraduate - IAP confirms academic plans to be included in the program review Graduate - Graduate Studies Office provides IAP with degrees, academic plans, and approved fields to be included in the program review; IAP confirms faculty members to be included in the review Survey data – Based on confirmed plans, IAP will review the survey repository for existing survey results by program Blair has already sent out the form to get confirmation of the plans to be included on the UG side. If you have questions or concerns about the plans, you can contact Blair for either a meeting or a phone discussion. I will send out the draft list of faculty members to be included on the grad side (based on an October 1 extract from HR) Survey data (availability will be based on adequate sample size and is based on list of final academic plans)

Undergraduate Reviews Data provided by IAP: Course Enrolment Applicant Data Student Registration High School Grades Citizenship of Students Gender of Students Scholarships & Bursaries Retention Degree Information On the Undergraduate side, IAP pre-populates the word template with 6 years of data (7th year is provided in June after convocation). 2010/11 – 2016/17 Each table is accompanied with notes to help interpret the data. We are always available by email or phone if you have any questions about your data. Enrolment – this is provided by the course level Applicant data – this shows the number of applicants by 1st, 2nd, 3rd and 4th or greater choice Registration data – Fall term registrations and includes all year levels High School grades – counts of registered students by entering average range Citizenship – breakdown of the international vs domestic students Gender - % of students by gender Scholarships and Bursaries – specifically entrance scholarships and bursaries Retention –first year to second year, overall program retention Degree Information – total number of degrees by degree type (e.g. Honours, Honours Co-op, General) Individual program meetings will be scheduled after you receive the data. At these meetings, you will be able to describe any special data requests that may be needed.

Graduate reviews Data provided by IAP: Faculty member by field Research funding Teaching Assignments Courses offered Financial Support Enrolment – flow through and cohort On the Graduate Side: Faculty members (by field) – IAP produces an extract of faculty members in a program/department, taken from the Human Resources database as of October 1. The department/program is responsible for reviewing and editing the list to create a final list of faculty members. Programs/departments are responsible for indicating the primary field of study/research for each faculty member and their associated supervisory privileges The same finalized list will be used for the thesis supervision table – the department is responsible for filling in this table Research Funding – using the same list of faculty members, IAP provides research funding by fiscal year and funding category. Teaching Assignments – for each faculty member in the list, IAP provides the teaching assignments (course numbers and unit weight) Not based on faculty member list: Courses Offered – IAP, in consultation with the department/program, produces a list of courses offered (based on subject) and the instructor of record and the count of both UGs and Grads in registered in the course Financial Support – scholarships and bursaries in five funding categories (External, University, TAs, RAs, and Other. Number and % of students funded and the average support Enrolment – Cohort and Flowthrough; for a given cohort or fiscal year; looks at completions, time to completion, withdrawals and transfers

Special Data Requests Examples: enrolment demographics for specific courses course averages course choices among program majors geographic distribution of applicants The majority of special requests occur through the undergraduate reviews but there are occasional requests from the Grad reviews. We make every effort to fill special requests, but they are prioritized based on analyst time and the scope of the ADR.

Data Sources Course Enrolment Applicant Data Student Registration High School Grades Citizenship of Students Gender of Students Retention Degree Information Scholarships & Bursaries Faculty Members Research Funding Registrar and Graduate Studies Office Student Awards & Financial Aid Sources: Registrar and GSO IAP Count Date data – snapshot of student data that is submitted to the Ministry for government funding; allows for a consistent year over year analysis SAFA HR Office of Research When questions arise, we work with these units to get the answers Human Resources Office of Research

Surveys Programs are encouraged to use survey data from our repository to inform their review Undergraduate surveys: NSSE, CUSC, OUGS [Alumni] Graduate (masters/doctoral) surveys: CGPSS, GPOS [Alumni] (summer 2017) Data availability is dependent on sample size of the program. If additional surveys are needed, IAP assists with survey review, coordination, and data analysis consultation National Survey of Student Engagement (NSSE), Canadian University Survey Consortium (CUSC) First-year and Graduating Year surveys, Ontario University Graduate survey (OUGS), Canadian Graduate and Professional Students Survey (CGPSS), Graduate Program Outcome Survey (GPOS) NSSE, CUSC and CGPSS are administered every three years while OUGS and GPOs (starting in Fall 2016) are administered every year. Smaller programs may not have a large enough sample size. In this case, a separate survey may be administered If additional surveys are needed, programs may administer their own survey but need to go through IAP (on behalf of the institutional Survey Advisory group) for approval first.

Surveys Survey questions provided by IAP: Employment rate at six months and two years (OUGS) Relatedness of skills at six months and two years (OUGS) Salary at six months and two years (OUGS) General satisfaction with quality of teaching (CUSC GY) Program contribution to growth and development (CUSC GY) Availability of courses needed to complete program (CGPSS) Program contribution to solving complex real-world (NSSE) Overall experience (NSSE) Would take the same program over again (NSSE) Would recommend program to others (NSSE) Data availability are dependent on sample size of the program. If you would like additional questions, and the sample size is large enough, these can also be provided by special request.

UG Data Timeline NOVEMBER - DECEMBER Follow-up meetings EARLY OCTOBER IAP Workshop END OCTOBER Preliminary tables distributed to all programs (6 years of data) NOVEMBER - DECEMBER Follow-up meetings (Discuss data and possible special requests) MARCH - APRIL Delivery of special requests to programs MID - JUNE Final Data Distributed End of October: (Populated Word Template) Mid-June: (Excel file with updated data, programs would need to copy and past most recent Term/FY/Degree data)

Grad DATA Timeline EARLY OCTOBER IAP Workshop DECEMBER - JANUARY Preliminary tables distributed to all programs (6 years of data) JANUARY/FEBRUARY Follow-up meetings (Discuss data and possible special requests) Mid – JUNE Final data distributed to all programs October – IAP workshop meeting December (and January if delayed by faculty lists) – IAP provides the first set of preliminary tables January/February –meetings to discuss the data provided and go over any issues/questions Mid-June – final data tables are provided to the departments (waiting for financial aid and convocation to be complete)

IAP Contacts Undergraduate Programs Graduate Programs Surveys Manager Blair Clarance bclarance@uwaterloo.ca ext. 37155 Graduate Programs Kerry Tolson ktolson@uwaterloo.ca ext. 36675 Surveys Rohem Adagbon rohem.adagbon@uwaterloo.ca ext. 31357 Manager Jana Carson jana.carson@uwaterloo.ca ext. 38611

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